Job Brief: Administrative Assistant II provides intermediate administrative support and is expected to handle multi-system tasks independently. This role requires good judgment, prioritization, and stakeholder interaction, with a focus on document management, vendor coordination, and IT-related support.  Responsibilities &amp; Duties  ·       Expense Management &amp; A/P Coordination Prepare and process stakeholder expense reports using credit card data, scanned receipts, and travel documentation. Track approvals and resolve payment issues by coordinating directly with Accounts Payable (A/P). Support multiple stakeholders and assist with bulk submissions or escalations as needed.  ·       Document Control &amp; Version Management Create, review, and update shared files and repositories in SharePoint and Teams. Ensure accurate folder structure, naming conventions, and document accessibility. Collaborate with stakeholders for proper document tracking, compliance readiness, and periodic audits of controlled files. ·       System &amp; Administrative Support Tools (Intermediate Level) Operate multiple systems independently including Oracle, ServiceNow, Salesforce, and AECOM University. Submit IT Helpdesk tickets, request hardware/software services, and monitor system access requests. Track ticket progress and follow up directly with IT or Helpdesk support teams on unresolved items. ·       Stakeholder-Focused Report Generation Create recurring reports such as project trackers, operational dashboards, or expense summaries in Excel or other platforms. Use templates, charts, and visuals to present information clearly and accurately. Assist in creating or updating organizational charts using Visio. ·       Vendor Relationship &amp; Transaction Support Coordinate with Procurement, Finance, and external vendors on tasks such as invoice status, wire transfer follow-ups, and check requests. Raise and monitor Employee Center cases for vendor-related issues. Track COI (Certificate of Insurance) requests and renewal dates where applicable. ·       Shared Mailbox &amp; Correspondence Management Manage shared mailboxes with minimal supervision. Apply categorization rules, redirect inquiries to appropriate team members, and respond to basic requests. Maintain inbox hygiene and ensure no urgent messages are missed. ·       ServiceNow &amp; Procurement Support Submit and follow up on IT Helpdesk tickets, software access requests, or hardware orders. Support purchase order (PO) creation in Coupa, track order status, and liaise with Procurement for document follow-up or vendor clarification. ·       Meeting Logistics &amp; Administrative Coordination Support planning and execution of internal meetings including setting agendas, sending invites, reserving rooms, and preparing supporting materials. Coordinate virtual meeting logistics such as Teams Live setup, screen-sharing, and note-taking as needed. ·       Research, Profiling &amp; Internal Reporting Assist in client or process research such as identifying vendor details, gathering client data, or pulling background for compliance or operational use. Compile research findings into basic summaries, spreadsheets, or templates for stakeholder reference.·       Visual Support &amp; Internal Communication Assistance Create and format internal announcements, simple newsletters, invites, or visual materials using templates. Support basic video editing or slide preparation for team events, updates, or reporting.·       Short-Term Special Projects Support (Non-EA Focused) Assist in coordinating and executing special administrative projects that fall outside of Executive Assistant functions. These may include short-term internal initiatives, department-wide data gathering, audit preparation tasks, or process documentation efforts. Provide reliable admin support across different business functions as needed. Attributes: <ul><li>Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication)</li><li>Ability to maintain good customer relationship with the ability to proactively support customer needs and requirements. (Customer Service)</li><li>Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and in identifying errors, duplicates, and discrepancies through defined methods. (Attention to Detail)</li><li>Ability to identify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving)</li></ul>

AECOM is the world&rsquo;s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle &ndash; from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Administrative Assistant II

Job Brief: Administrative Assistant II provides intermediate administrative support and is expected to handle multi-system tasks independently. This role requires good judgment, prioritization, and stakeholder interaction, with a focus on document management, vendor coordination, and IT-related support.  Responsibilities &amp; Duties  ·       Expense Management &amp; A/P Coordination Prepare and process stakeholder expense reports using credit card data, scanned receipts, and travel documentation. Track approvals and resolve payment issues by coordinating directly with Accounts Payable (A/P). Support multiple stakeholders and assist with bulk submissions or escalations as needed.  ·       Document Control &amp; Version Management Create, review, and update shared files and repositories in SharePoint and Teams. Ensure accurate folder structure, naming conventions, and document accessibility. Collaborate with stakeholders for proper document tracking, compliance readiness, and periodic audits of controlled files. ·       System &amp; Administrative Support Tools (Intermediate Level) Operate multiple systems independently including Oracle, ServiceNow, Salesforce, and AECOM University. Submit IT Helpdesk tickets, request hardware/software services, and monitor system access requests. Track ticket progress and follow up directly with IT or Helpdesk support teams on unresolved items. ·       Stakeholder-Focused Report Generation Create recurring reports such as project trackers, operational dashboards, or expense summaries in Excel or other platforms. Use templates, charts, and visuals to present information clearly and accurately. Assist in creating or updating organizational charts using Visio. ·       Vendor Relationship &amp; Transaction Support Coordinate with Procurement, Finance, and external vendors on tasks such as invoice status, wire transfer follow-ups, and check requests. Raise and monitor Employee Center cases for vendor-related issues. Track COI (Certificate of Insurance) requests and renewal dates where applicable. ·       Shared Mailbox &amp; Correspondence Management Manage shared mailboxes with minimal supervision. Apply categorization rules, redirect inquiries to appropriate team members, and respond to basic requests. Maintain inbox hygiene and ensure no urgent messages are missed. ·       ServiceNow &amp; Procurement Support Submit and follow up on IT Helpdesk tickets, software access requests, or hardware orders. Support purchase order (PO) creation in Coupa, track order status, and liaise with Procurement for document follow-up or vendor clarification. ·       Meeting Logistics &amp; Administrative Coordination Support planning and execution of internal meetings including setting agendas, sending invites, reserving rooms, and preparing supporting materials. Coordinate virtual meeting logistics such as Teams Live setup, screen-sharing, and note-taking as needed. ·       Research, Profiling &amp; Internal Reporting Assist in client or process research such as identifying vendor details, gathering client data, or pulling background for compliance or operational use. Compile research findings into basic summaries, spreadsheets, or templates for stakeholder reference.·       Visual Support &amp; Internal Communication Assistance Create and format internal announcements, simple newsletters, invites, or visual materials using templates. Support basic video editing or slide preparation for team events, updates, or reporting.·       Short-Term Special Projects Support (Non-EA Focused) Assist in coordinating and executing special administrative projects that fall outside of Executive Assistant functions. These may include short-term internal initiatives, department-wide data gathering, audit preparation tasks, or process documentation efforts. Provide reliable admin support across different business functions as needed. Attributes: <ul><li>Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication)</li><li>Ability to maintain good customer relationship with the ability to proactively support customer needs and requirements. (Customer Service)</li><li>Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and in identifying errors, duplicates, and discrepancies through defined methods. (Attention to Detail)</li><li>Ability to identify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving)</li></ul>

Administrative Assistant II

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AECOM

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